Privacy notice

Who we are

Wellington Property Services Limited (company no. 17451841), of 66 Paul Street, London EC2A 4NA, is the data controller for the personal information described here. We are registered with the Information Commissioner's Office, registration reference ZC268920. You can contact us about anything in this notice at hello@wellington-ps.co.uk.

This notice covers our website, https://wellington-ps.co.uk, and the inventory, check-in, check-out and inspection services we provide.

What we collect

We collect and hold the following personal information:

• Details you give us – your name, email address, telephone number, the address or postcode of the property, and anything you write in an email or tell us in a call.
• Details given to us on your behalf – if a letting agent, landlord or property manager books a visit, they give us the names and contact details of the people we need to meet or send the report to.
• Information recorded during a visit – the condition and contents of the property, meter readings, keys, and photographs of the property. We do not photograph people, and we avoid photographing personal belongings where we can.
• Technical information – when you use the website, our hosting provider records the IP address, browser and pages requested in ordinary server logs.

How we use it, and why we are allowed to

• To reply to you and provide the service – arranging visits, preparing and sending reports, and answering questions. This is necessary to perform a contract with you, or to take steps at your request before one.
• To keep a record of the tenancy – reports are kept so that a check-out can be compared against its check-in and so that evidence is available if a deposit is disputed. This is in our legitimate interests and those of the landlord and tenant.
• To run the business – invoicing, accounts, insurance and complaints. This is necessary for our legitimate interests and, in some cases, to meet legal obligations.
• To keep the website working and secure – server logs and abuse prevention. This is in our legitimate interests.
• Marketing – we will only send you news or offers if you have asked for them, and you can stop them at any time.

Who we share it with

We share personal information only where it is needed:

• with the landlord, tenant and letting agent who are party to the tenancy the report concerns;
• with the providers who host our website, email and report storage, who act on our instructions;
• with our accountants, insurers and professional advisers where necessary;
• with a court, deposit scheme or public authority where we are required to.

We do not sell personal information and we do not share it with anyone for their own marketing.

How long we keep it

Enquiries that do not lead to a booking are deleted within 12 months. Reports and the details connected to them are kept for the life of the tenancy and for six years afterwards, which is the period in which a claim about the tenancy could be brought. Accounting records are kept for the period required by law. If we delete information, copies may remain in backups for a short time before they are overwritten.

How we keep it secure

Reports are sent encrypted and stored on secure, access-controlled systems. Access is limited to the people who need it to do their job. If you suspect any misuse or unauthorised access to your information, tell us straight away at hello@wellington-ps.co.uk.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• have inaccurate information corrected;
• ask us to delete information, or to restrict how we use it;
• object to our use of your information where we rely on legitimate interests;
• receive the information you gave us in a portable form;
• withdraw consent at any time, where consent is the basis we rely on.

To exercise any of these, email hello@wellington-ps.co.uk. We will respond within one month. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.

Cookies

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Links to other websites

Where we link to other websites, their privacy notices apply, not this one.

Changes to this notice

We will post any changes here. This notice was last updated on 9 October 2026.